Billing Accuracy Review: Quote Versus Invoice Versus Payment
Trace sample jobs from quote to cash.
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Trace five jobs end to end. For each paste the quote, the invoice and the payment record, with customer names removed: [JOB_RECORDS]. Pricing rules I follow: [PRICING_RULES]. Compare quantities, prices, discounts, taxes and totals at each stage and compute the differences. Flag undercharges, overcharges, missing extras and payments that do not match invoices. Note the likely cause of each difference. Return a table with Job, Quote total, Invoice total, Paid, Difference and Cause, a leakage estimate as total undercharges divided by total invoiced, and three process fixes. Show the arithmetic. Five jobs is a small sample; say what a larger sample would add. Add a worked trace: quote 1,200 for 10 hours at 120; invoice 1,320 because 1 extra hour was added at 120; payment 1,200 received. Difference between quote and invoice is 120 (extra hour, approved by email?), and between invoice and payment is 120 unpaid. Explain the likely causes and the evidence to check. Add a leakage calculation example: if undercharges total 450 on invoices totalling 9,000, leakage is 450 divided by 9,000 which is 5 percent. Provide a checklist to prevent leakage: record every approved change in writing, update the quote before the work, and review billable extras weekly.
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